This can happen either because the application volume didn’t reach the 400 euro minimum, or there are missing documents and a customer fails to respond to NIKOSAX’s requests for them.

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Can a Non-EU company claim VAT refund?

Yes, a non-EU company can claim VAT refund. The VAT paid must be within the framework of activities carried out within the EU, Switzerland or Norway.

Special conditions may be required to claim VAT refund:
• a reciprocity agreement between the country of establishment and the country of refund.
• a tax representative in the country of refund.

NIKOSAX will help you determine the conditions applicable to your company.

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Can a company, not related to a transport industry, get VAT refund service?

Yes, all companies paying VAT in an EU Member State, other than their country of establishment, may obtain a VAT refund, provided that
• all purchases are related to a professional and not a private activity.
• the purchases are subjected to VAT per the regulations of the country of refund, and that the VAT is refundable.

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What are the conditions to obtain VAT refund?

The general conditions to get VAT refund:
• For most EU countries, the minimum amount of VAT required is 400€ for a quarter and of 50€ for a year.
• Provide the documents required by the country of refund.

✔ An EU company:
- can get refund in EU countries if refund applications are sent before September 30 of the year following the period.
E.g.: All invoices dating from 2018 must be submitted by September 30, 2019.

- can get refund in NON-EU countries if
• refund applications are sent before June 30 of the year following the period.
E.g.: All invoices dating from 2018 must be submitted by June 30, 2019.

• Reciprocity agreement exists, if required (A Reciprocity agreement is an agreement between two countries that allows companies of one country to claim VAT from the other (reciprocal) country).

✔ A NON-EU company:
- can get refund in EU or NON-EU countries if refund applications are sent before June 30 of the year following the period.
E.g.: All invoices dating from 2018 must be submitted by June 30, 2019.

Note: There are exceptions depending on the country requirements.

- Reciprocity agreement exists, if required (A Reciprocity agreement is an agreement between two countries that allows companies of one country to claim VAT from the other (reciprocal) country).
For more details please contact us.

To claim your VAT refund, you will need to sign an agreement, a POA (Power of Attorney) authorizing NIKOSAX to act on your behalf, provide specific documents depending on the country or refund and your invoices.

NIKOSAX will guide and assist you to fulfil all VAT refund requirements.

Excise Duty Refund FAQ

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What are the requirements for a company to be able to receive Excise Duty Refund?

The requirements are generally the same, but some details are different per country. Be aware that for some countries you need to perform extra activities to be able to claim your refund.

• Trucks weighing 7,5t or more
• Buses of the category M2 or M3 (Need to have a total of at least 9 seats excluding driver)
• Trucks/Buses´ license plate/number is registered to a fuel card. Fuel card is used to purchase all the diesel to be refunded.
• Company is established within the EU

Note exceptions:
- Excise Duty Refund in Slovenia: All non-EU countries can claim excise duty as well
- Excise Duty Refund in Hungary: All EFTA countries can claim excise duty as well

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When will I received my Excise Duty refund?

Deadline is different according to the country of refund. The actual handling time is between 5 months up to 3 years.

Note: This service is mandatory for these countries. Buses traveling through these countries must have a VAT registration and need to pay VAT for the amounts charged to their customers.

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Can every company order Bus Tax Services regardless of the country of residence?

Yes, this service is available for all EU and non-EU companies.

Note: NIKOSAX will help you to shoulder the administrative burden of managing the complex process of VAT registration and payment across multiple countries.

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Administrative Services FAQ

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General FAQ

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